Company town halls are critical for sharing your vision and engaging employees. But technical issues can derail the message. That’s why partnering with professional production companies is key. These companies handle everything - speaker coaching, rehearsals, high-quality streaming, interactive tools, and post-event analytics - so you can focus on communication. Costs range from $25,000 to over $350,000, depending on the scale and complexity.

Here are seven companies that can help you produce a polished, hybrid-ready town hall:

• Corporate Optics: Offers end-to-end event production, hybrid capabilities, and post-event analytics.
• Production Glitz & Glam Services: Transforms unconventional spaces into professional venues with tailored AV setups.
• Golden State Events: Provides flexible, budget-conscious services with real-time budget tracking.
• Event Horizon Productions: Delivers advanced AV solutions like LED video walls and custom motion graphics.
• Starlight Productions: Known for certified technicians, custom staging, and robust live streaming.
• Gotham Productions: Specializes in studio recordings, travel setups, and post-production editing.
• AVFX: Focuses on precision AV strategies, dedicated networks, and detailed planning.

Each company brings unique expertise to ensure your town hall runs smoothly and connects with both in-person and virtual audiences. Choose the right partner based on your event size, technical needs, and engagement goals.

1. Corporate Optics

Audiovisual Production Expertise

Corporate Optics specializes in creating immersive experiences through staging, lighting, sound, and video design for town halls. They take a comprehensive approach, combining scenic design, lighting, and audiovisual elements to ensure your message shines. With over 33,000,000 positive media impressions generated for clients, their work clearly leaves an impact.

"Corporate Optics took our event to the next level. Their creativity, professionalism, and attention to detail are top-notch. They brought vision to life flawlessly."
– Nikki D., Vice President of Sales

Their four-stage project lifecycle - Discover, Design, Develop, and Deliver - keeps every detail in check. From technical rehearsals to vendor coordination and contingency planning, they ensure a smooth process. Whether it’s a live or hybrid format, their expertise guarantees seamless execution.

Live Streaming and Hybrid Event Capabilities

Corporate Optics also excels in hybrid town halls, offering high-quality broadcast services alongside tools like dedicated apps, live polls, and Q&A sessions. They provide speaker coaching and rehearsals, helping presenters connect effectively with both in-person and remote audiences.

Customization and Scalability

With their "no project is too niche" approach, Corporate Optics can handle events of any size. They offer custom fabrication services and Free Planner A.I. Tools to simplify the planning process, whether for small divisional meetings or large-scale organizational events. These tailored solutions also pave the way for detailed performance analytics.

Post-Event Analytics and Reporting

After the event, Corporate Optics provides in-depth engagement and ROI reports to highlight successes and pinpoint areas for improvement. These insights transform each town hall into a stepping stone for future events, helping you refine and elevate your strategy over time.

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2. Production Glitz & Glam Services

Audiovisual Production Expertise

Production Glitz & Glam Services takes unconventional spaces - like factory floors, warehouses, or even cafeterias - and turns them into polished, professional venues. With high-lumen displays and tailored PA systems, they ensure these transformed spaces are perfect for corporate town halls or similar events. To complement this, they provide live streaming solutions that connect everyone, no matter where they are.

Live Streaming and Hybrid Event Capabilities

Whether your audience is in the room or tuning in remotely, this company ensures a smooth experience for all. Their services cover everything from live switching and multi-room AV coordination to top-notch streaming quality. They make it easy to blend in-person and virtual elements, allowing presenters and attendees to interact seamlessly across both formats. To help with budgeting, you can use a hybrid event cost calculator to estimate your technical requirements.

3. Golden State Events

Audiovisual Production Expertise

Golden State Events handles every stage of your town hall, from brainstorming ideas to the final cleanup. They ensure everything runs smoothly by carefully selecting and coordinating vendors to meet your specific needs.

Live Streaming and Hybrid Event Capabilities

With their "Hybrid Standard", Golden State Events guarantees that both in-person and virtual audiences stay equally engaged. Their professional AV, lighting, and broadcast support allow for live switching, multi-room management, and seamless integration of remote speakers - so virtual presenters can share the stage with in-person speakers.

Customization and Scalability

Whether it’s a small team meeting or a large-scale company event, Golden State Events tailors their services to fit your budget, timeline, and goals. They also provide real-time budget calculator dashboards, keeping everything transparent and on track. Their flexible and thorough approach ensures every town hall feels effortless.

SVVS 2025: Producing the CEO Town Hall

4. Event Horizon Productions

Event Horizon Productions takes town hall events to the next level with their advanced technical expertise and creative production techniques.

Audiovisual Production Expertise

From premium audio systems to dynamic LED video walls, Event Horizon Productions provides everything needed for an engaging town hall experience. Their services include concert-grade lighting, large-scale video projection, and interactive touchscreens, ensuring a fully immersive environment. But it’s not just about the equipment - they also craft custom content, like LED motion graphics and tailored scripts, all seamlessly managed by skilled technical directors. This combination of tools and talent ensures every event runs smoothly and leaves a lasting impression.

Customization and Scalability

Whether your audience is 50 or 5,000 strong, Event Horizon Productions guarantees the same attention to detail and quality. According to them:

"No matter the size of your event, we bring the same level of excitement…" – Event Horizon Audiovisual

Their technical capabilities go even further, offering custom multi-touch screen kiosks to meet specific informational needs. They also use advanced light and video mapping techniques to transform venues into visually stunning spaces. The result? Town halls that not only connect with audiences but also deliver messages effectively, all while standing out as memorable experiences.

5. Starlight Productions

Operating from its 53,000-square-foot headquarters in Moorestown, Starlight Productions has been delivering professional audio, visual, and lighting solutions for over 40 years. Since its founding in 1974, the company has built a reputation for providing top-tier services backed by a team of certified technicians and engineers.

Audiovisual Production Expertise

Starlight Productions employs a team of Microsoft and Zoom certified engineers who excel in audio and video integration, ensuring flawless compatibility across platforms for corporate events like town halls. Their audio systems leverage Dante networking for flexible and scalable sound delivery. On the visual side, they utilize cutting-edge technology such as large-format LED displays, advanced video projection systems, and flat-panel displays to create sharp, high-quality presentations. Additionally, their in-house fabrication shop allows them to design and build custom staging and rigging, offering tailored solutions for unique corporate event needs.

Live Streaming and Hybrid Event Capabilities

Starlight takes live streaming to the next level, connecting global audiences with ease. Their team of live streaming specialists ensures smooth broadcasts, whether attendees are on-site or tuning in remotely. Throughout the event, project managers, creative designers, engineers, and technicians work in unison to provide real-time troubleshooting and support. Mallika Nair, Ticket Manager in Los Angeles, shared her experience:

"Their AV rentals and seamless live streaming engaged both in-person and remote audiences. The professionalism and efficiency of their event management team ensured all logistical aspects were handled with precision."

Customization and Scalability

Starlight's services are designed to adapt to events of any size. Their turn-key operations cover everything from initial consultations and site evaluations to detailed planning, on-site speaker support, and technical management. They handle every aspect of the event, from load-in to load-out, ensuring a smooth experience. For added peace of mind, their STARcare® preventative maintenance program keeps AV equipment in optimal condition, minimizing the risk of technical issues during live events. This comprehensive approach ensures your corporate town hall or event achieves - and often surpasses - professional standards.

6. Gotham Productions

Located in Midtown Manhattan, Gotham Productions offers three state-of-the-art recording studios designed for creating high-quality corporate video and audio content. Each session is guided by a skilled onsite engineer who handles all technical aspects, allowing executives and speakers to concentrate entirely on their message.

### AV Production for Corporate Events

Gotham's studios are built to deliver professional-grade broadcast quality while eliminating technical concerns. Their Manhattan suite features a luxurious Green Room equipped with a makeup vanity, steamer, wardrobe rack, and a live TV feed. For offsite events like town halls, Gotham provides travel recording services with professional-grade equipment. As they explain:

"Gotham's travel recording services are designed to capture professional audio and video anywhere you need."

This setup integrates seamlessly with their advanced streaming solutions, ensuring a smooth production process.

Live Streaming and Hybrid Event Capabilities

For virtual and hybrid town halls, Gotham offers end-to-end support, including encoding and registration management. They excel in managing multi-city hybrid events through a nationwide network of technicians, offering dedicated assistance and reliable contingency plans. With over 12 years of experience, they work with your preferred streaming platforms to ensure a seamless experience.

Customization and Scalability

Gotham’s hourly studio rental model provides the flexibility needed for events of varying lengths and complexities. Their post-production services enhance town hall recordings by refining raw footage into polished content. This includes expert audio sound design, video editing, and creating short-form clips tailored for social media or internal communications. These adaptable options cater to the fast-changing demands of modern corporate events.

7. AVFX

AVFX operates out of Boston, Denver, and Orlando, collaborating with a network of over 100 top event production companies. This allows them to handle events of all sizes, from small boardroom meetings to massive conventions.

Audiovisual Production Expertise

AVFX excels in delivering cutting-edge audio, video, lighting, LED walls, and projection mapping, turning ordinary surfaces into visually striking displays. Their in-house team, studioAVFX, specializes in creating custom content like 3D stage renders, motion graphics, and visual storytelling that amplify brand messaging. They also streamline speaker presentations with their proprietary PresenterHub™ platform. To ensure seamless execution, a dedicated technical director oversees vendors, space planning, and the show’s flow, supported by CAD drawings and mapping for precise equipment and stage setups. Additionally, they help clients negotiate AV needs and costs with venues, simplifying the planning process.

Live Streaming and Hybrid Event Capabilities

When it comes to hybrid events, AVFX treats the in-person and virtual aspects as distinct experiences, each requiring its own production workflows and delivery strategies. Unlike many vendors who rely on venue Wi-Fi, AVFX establishes its own dedicated network, ensuring reliability by testing for interference and building in redundancies. As they put it:

"We run our own network, test for interference, and build redundancies. Because in 2025, a great hybrid event still depends on 1990s wisdom: a hardline and a backup plan".

To guarantee smooth execution, they use backup equipment, duplicate feeds, and conduct thorough rehearsals to practice transitions, mic handoffs, and live switching.

Customization and Scalability

AVFX tailors its AV strategies to align with each client’s specific event goals and budget. They emphasize this approach with their philosophy:

"We design your AV strategy around your business goals, not just your room layout".

This focus on customization allows them to find cost-effective solutions without compromising quality. Whether it’s a small internal meeting or a large-scale global conference, their services adapt to meet the unique demands of each event. Their integrated approach highlights reliability and flexibility, which are central to their reputation as a trusted production partner.

Service Comparison Table

Here’s a quick breakdown of what Corporate Optics brings to the table for company town halls. This table sums up their key services, pricing approach, and standout features.

Company	Town Hall Services	Pricing Model	Formats Supported	Unique Strengths
Corporate Optics	organize a corporate town hall with services like agenda development, speaker coaching, venue sourcing, registration management, audience engagement tools, and post-event analytics	Custom pricing based on event scope	In-person, Virtual, Hybrid	Full logistical support, including catering, furniture, custom fabrication, and expertise in government events

Town hall budgets can vary widely, typically falling between $25,000 and $350,000 or more. Corporate Optics takes a consultative approach to pricing, tailoring costs based on the size and complexity of the event. Their post-event analytics and personalized support - like engagement tracking and ROI-focused reports - ensure no detail is overlooked. When reaching out for a quote, it’s helpful to include details like estimated attendance (both in-person and virtual) and any specific technical requirements, such as LED walls or streaming capabilities.

Conclusion

The success of your town hall hinges on selecting the right production partner. A seamless event - one that truly connects with your team - relies on technical reliability, audience engagement, and flawless execution. When leaders can focus entirely on their message without worrying about technical hiccups, the overall impact is far greater.

The companies highlighted here bring years of expertise to the table, with a track record of handling high-profile events and complex client needs. The key is to match their strengths with your specific goals. Whether you need hybrid event capabilities to accommodate a distributed workforce, custom setups for immersive branding, or detailed post-event analytics to gauge engagement, the right partner can make all the difference.

Start by identifying your must-haves. Ask yourself: How many attendees will join in person versus virtually? What level of audiovisual sophistication does your event demand? Do you require speaker coaching, technical support, or both? Use the service comparison table to evaluate each provider’s offerings. This process ensures your priorities align with a partner who can deliver exactly what your event needs.

FAQs

What should I include in a town hall production RFP?

To craft a clear and effective town hall production RFP, make sure to include the following key elements:

• Event Goals: Clearly outline 2–3 main objectives, such as delivering company updates, fostering employee engagement, or improving team morale.
• Scope of Services: Detail the specific services you need, such as audiovisual (AV) production, live streaming capabilities, or tools to enhance audience participation.
• Technical Requirements: Provide specifics on AV equipment, lighting setups, and streaming platforms required for the event.
• Budget and Timeline: Share a budget range and include important deadlines, such as proposal submission dates and the event day itself.

Including these details ensures vendors can create proposals that align perfectly with your event’s needs.

How much lead time do I need to produce a hybrid town hall?

You should allocate 4 to 6 weeks of preparation time for a hybrid town hall. The exact duration depends on how complex and large the event is. This timeframe gives you enough room to handle coordination, set up the technical aspects, and conduct rehearsals to ensure everything runs smoothly.

What internet setup is needed for reliable live streaming?

For a dependable live streaming setup, a high-speed, wired Ethernet connection is essential. This ensures stability and provides the bandwidth needed for smooth streaming. Leveraging IP networking protocols adds another layer of reliability, offering benefits like low-latency streaming and VLAN overflow capabilities. Together, these features work to deliver an uninterrupted and high-quality streaming experience.

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